WaviBot AI Chatbot CRM – User Guide

Version: 1.0.0 | Author: Wavi One (wavi.one) | Last Updated: April 1, 2025

Welcome!

Thank you for choosing WaviBot AI Chatbot CRM for your WordPress site! This powerful plugin allows you to deploy “Wavi,” an intelligent AI chatbot, to engage visitors 24/7, provide instant support based on your custom knowledge, capture leads directly into a built-in CRM within WordPress, and offer a modern interactive experience with multilingual and voice capabilities.

This guide will walk you through everything you need to know as a site administrator, from installation and crucial first steps to configuring all the powerful features WaviBot offers to enhance your website.

1. Introduction & Key Benefits

WaviBot AI Chatbot CRM is more than just a chat widget; it’s an integrated solution leveraging OpenAI’s powerful AI to transform your website’s interaction capabilities. Here’s how it benefits you:

  • 🚀 Boost Engagement & Conversions: Interact instantly when visitors are most interested. Guide them through your site, answer questions based on your data, and capture leads before they leave using the WaviBot interface.
  • ⚙️ Reduce Support Load: Automate answers to frequently asked questions 24/7 using a knowledge base you control, freeing up your human support team for complex issues.
  • 📊 Capture & Manage Leads Easily: Automatically save visitor contact info directly into a built-in CRM within your WordPress dashboard – no extra CRM plugin needed for essential lead capture and management!
  • ✨ Enhance User Experience: Offer a modern, cutting-edge experience with natural language understanding, optional voice interactions (input and output), and multilingual support.
  • 🌍 Reach a Global Audience: Communicate effectively with visitors in their preferred language.
  • 📈 Improve Over Time: The optional Continuous Learning Engine allows WaviBot to get smarter based on real user feedback.
  • 🎨 Maintain Brand Consistency: Fully customize the chatbot’s appearance to match your website’s design.
  • 🔒 Centralized & Secure: Manage everything (AI settings, leads, chats, training, analytics) within your familiar WordPress admin area, built with security best practices.

2. Critical Requirements (Read First!)

Important: Failure to meet these requirements, especially License Activation and OpenAI setup, will prevent WaviBot from functioning correctly.

Before installing and configuring WaviBot, please ensure you meet these essential requirements:

  • ✅ WordPress Website: Version 5.0 or higher.
  • ✅ PHP Version: 7.4 or higher is strongly recommended for optimal performance and compatibility.
  • ✅ Envato Purchase Code: You received this unique code when you purchased WaviBot AI Chatbot CRM. Activation using this code is MANDATORY for the plugin to function.
  • ✅ OpenAI Account & API Key: You MUST have your own account with OpenAI (OpenAI.com) and generate an API Key. WaviBot requires this key for all its AI capabilities.
  • ✅ Understanding of OpenAI Costs: VERY IMPORTANT! While WaviBot offers powerful AI features, using OpenAI’s API (for chat responses via models like GPT-4o mini, for vector search embeddings, and for premium Text-to-Speech options like TTS-1/GPT-4o mini TTS) incurs costs based on your usage. These costs are billed directly by OpenAI to your account, separate from the plugin purchase price. Please carefully review OpenAI’s current pricing structure. (Note: Using only the Browser-based TTS/STT options included does not incur OpenAI costs).
  • ✅ Server Configuration:
    1. Your WordPress uploads directory (/wp-content/uploads/) must be writable by your web server so WaviBot can store training data files.
    2. If you plan to use the Vector Search feature, ensure WP-Cron is enabled and running reliably on your site, or configure a server-side cron job for better performance, as it’s used for background indexing.
    3. Required PHP extensions: json, mbstring, curl (or allow_url_fopen enabled).

3. Installation

Follow these steps to install WaviBot AI Chatbot CRM:

  1. Download: Obtain the plugin .zip file (e.g., wavibot-ai-chatbot-crm.zip) from your Envato Market downloads page.
  2. Login: Log in to your WordPress Admin Dashboard.
  3. Navigate: Go to Plugins → Add New.
  4. Upload: Click the Upload Plugin button at the top.

    Screenshot: Add New Plugin page & Upload button

  5. Choose File: Click Choose File and select the .zip file you downloaded in Step 1.
  6. Install: Click Install Now.

    Screenshot: File selected & Install Now button

  7. Activate: After successful installation, click the Activate Plugin button.

    Screenshot: Activate Plugin button

WaviBot is now installed! Proceed immediately to License Activation.

4. License Activation (Mandatory First Step!)

Activation Required: Activating your license is essential. WaviBot AI Chatbot CRM will not function until you complete this step.

  1. After activating the plugin, navigate to Settings → AI Chatbot CRM in your WordPress admin menu.

    Screenshot: Settings → AI Chatbot CRM menu item

  2. You will likely be directed to the License tab automatically, or click on it if not.

    Screenshot: License tab highlighted

  3. Find the field labeled Purchase Code.
  4. Carefully enter the Envato Purchase Code you received when you bought the plugin.
  5. Click the Activate button.

    Screenshot: License tab – Purchase Code field & Activate button

  6. The plugin will securely contact the Wavi One license server (license.newwaves.app) to verify your purchase against your website’s domain.
  7. Upon successful verification, the Current License Status should update to display Active.

    Screenshot: License tab with ‘Status: Active’

  8. If activation fails:
    • Double-check that you entered the Purchase Code correctly (copy and paste is best).
    • Ensure your website server can make outbound HTTPS connections (specifically to license.newwaves.app). Check with your hosting provider if unsure.
    • Contact plugin support via the method specified on the Envato item page if you continue to have issues.

Once your license is active, you can proceed to configure the OpenAI API Key.

5. Initial Setup: OpenAI API Key

To enable WaviBot’s AI features, you need to connect it to your OpenAI account.

  1. Navigate to Settings → AI Chatbot CRM.
  2. Click on the OpenAI & General tab.

    Screenshot: OpenAI & General tab highlighted

  3. Locate/Generate your OpenAI API Key:
    • Visit OpenAI.com and log in to your account.
    • Go to the API keys management section (usually found under your account profile or developer settings).
    • Create a New Secret Key. Give it a recognizable name (e.g., “WaviBot Key for [YourSite]”).
    • Important: Copy the generated key immediately and store it securely. OpenAI will not show you the full key again after this initial creation.
  4. Enter the Key in WaviBot: Paste the copied Secret Key into the OpenAI API Key field within the plugin settings.

    Screenshot: OpenAI API Key field

  5. Verify the Key: Click the Test Connection button located just below the API Key field.

    Screenshot: Test Connection button highlighted

    • WaviBot will attempt to communicate with OpenAI using your key.
    • A success message (“Connection successful…”) confirms the key is valid and working.
    • An error message indicates a problem. Check:
      • Did you paste the key correctly?
      • Is the key still active in your OpenAI account?
      • Have you set up billing information in your OpenAI account? (Required for API usage beyond any initial free credits).

    Screenshot: ‘Connection successful’ message

  6. Save Settings: Scroll down and click the Save Changes button.

OpenAI Costs Reminder: Your WaviBot is now connected to OpenAI! Be mindful that interactions using OpenAI models will now consume credits/funds from your OpenAI account based on their pricing.

6. Admin Settings Explained (Tab by Tab)

Let’s explore the configuration options available under Settings → AI Chatbot CRM:

License Tab

(Covered in Section 4) Used solely for activating or deactivating your plugin license.

OpenAI & General Tab Requires Active License

  • OpenAI API Key / Test Connection: Your essential link to OpenAI. (See Section 5).
  • OpenAI Model: Select the primary AI model for generating chat responses (e.g., gpt-4o-mini). Different models offer varying levels of intelligence, speed, and cost. gpt-4o-mini is often a good starting point.
  • Embedding Model: Select the model used for the optional Vector Search feature (e.g., text-embedding-ada-002). Affects search quality and embedding costs.
  • Max Tokens: Sets the maximum length (in tokens, roughly parts of words) for an AI response. Higher values allow longer answers but increase cost and potentially response time.
  • Voice Output Method: Choose how WaviBot generates audio:
    • Browser: Free, uses the visitor’s device/browser voice. Quality varies.
    • tts-1: Premium OpenAI voice generation. Higher quality, consistent voice. Incurs OpenAI cost.
    • gpt-4o-mini-tts: Advanced OpenAI voice generation with style control. Highest quality and flexibility. Incurs OpenAI cost.
  • OpenAI Voice: If using tts-1 or gpt-4o-mini-tts, specify the voice name (e.g., alloy, nova, shimmer). Consult OpenAI documentation for available voices.
  • GPT-4o mini TTS Vibe: (Only if using gpt-4o-mini-tts) Select a pre-defined personality (e.g., friendly, professional) or choose Custom / Other to use the detailed instructions below it.
  • GPT-4o mini TTS Instructions: (Only if using gpt-4o-mini-tts with ‘Custom’ vibe) Provide detailed text instructions to shape the AI voice’s tone, emotion, pacing, etc.
  • Auto Play Voice: If ‘Yes’, WaviBot will attempt to automatically play voice responses. (Note: Browser autoplay policies might sometimes prevent this without prior user interaction).
  • Default Language: Sets the initial language displayed in the chat interface (e.g., en for English, ar for Arabic).
  • Available Languages: Checkboxes allowing you to select which languages visitors can choose from in the frontend dropdown menu.
  • Vector Search: Enable (‘Yes’) for more accurate, context-aware answers based on meaning, using OpenAI embeddings (requires API calls/cost for indexing and queries). Disable (‘No’) for simpler content usage.
  • Allowed Training Data Types: Select which file types (json, txt, csv) are permitted for upload in the Training Data tab.
  • reCAPTCHA Site Key / Secret Key: Enter your Google reCAPTCHA v2 keys here if you want to add spam protection to the initial chat form. Leave blank to disable.
  • Company Email / Company Phone: Your contact details, potentially used by WaviBot in fallback responses when it cannot answer a query.
  • Chatbot Display Mode: Choose how WaviBot appears on your site: shortcode (embed manually), floating (corner button), or both.

Screenshot: OpenAI & General tab highlighting key settings

Features Tab Requires Active License

  • Intent Recognition: Enable/disable basic keyword spotting for specific scenarios (like pricing/scheduling fallbacks defined in instructions).
  • Continuous Learning: Recommended: Yes. Allows users to rate WaviBot’s answers (👍/👎), enabling the AI to learn from feedback and improve accuracy over time. Creates CL_LIKED and CL_DISLIKED entries in the Training Data tab.
  • Rich Media Support: Currently a placeholder for potential future features related to images/videos in chat. Functionality may be limited.
  • Enable Custom Theme: Set to ‘Yes’ to use the color and style settings defined in the ‘Theme’ tab. If ‘No’, WaviBot uses its default appearance.

Screenshot: Features tab highlighting the toggles

Theme Tab Requires Active License & ‘Enable Custom Theme’

  • Use the color pickers to customize the appearance of the chat window (Chat Background, Text Color, Bot Bubble Background/Text, User Bubble Background/Text, Button Background/Text) and the Floating Icon Background/Color.
  • Use the text field for Floating Icon Content to set the emoji or text in the button (e.g., 💬 or 💬).
  • Use the dropdown for Floating Icon Animation to add subtle effects (pulse, bounce, spin) or set to none.
  • Click Reset next to a color picker to revert to the default color.
  • Impact: Allows you to visually integrate WaviBot seamlessly with your website’s design.

Screenshot: Theme tab showing color pickers and animation dropdown

Training Data Tab Requires Active License

  • Purpose: This is where you provide WaviBot with the specific knowledge it needs about your business, products, services, or policies.
  • Training Data Usage:
    • Use All...: WaviBot will consider all uploaded files (of allowed types) plus active Continuous Learning files.
    • Use Specific...: WaviBot will only consider files you manually enable using the ‘Active’ toggle switch in the table below.
  • Upload Form:
    • Click Choose File to select a .txt, .json, or .csv file from your computer containing your information (e.g., FAQs formatted as Q&A, product descriptions, policy text).
    • Add an optional Description for your reference.
    • Click Upload. The file is saved, and if Vector Search is enabled, background indexing begins (may take a few minutes depending on file size and server/cron).
  • Files Table: Lists uploaded files and Continuous Learning data.
    • Active Toggle (Only if Usage=’specific’): Click the switch to enable/disable specific files for AI use. Green is active.
    • Actions:
      • View: See a preview of the file’s content.
      • Download: Save a copy of the original uploaded file.
      • Re-Index: If Vector Search is ON, click this to force re-processing of the file’s embeddings (useful after manual edits or if relevance seems off).
      • Delete: Permanently removes the file, its database entry, and any associated embeddings. Confirm carefully!

Screenshot: Training Data tab – Usage options, Upload form, Files table with Actions

Instructions Tab Requires Active License

  • Purpose: This large text area is critical for defining Wavi’s personality, rules, boundaries, and how it should handle specific situations. While Training Data provides knowledge, Instructions provide guidance.
  • Content: Paste the detailed, boundary-focused instructions provided in the “Final Training Instructions” section (or adapt them carefully). Key elements include:
    • Defining the “Wavi” persona (helpful, professional, focused on WaviBot plugin).
    • Setting the STRICT knowledge boundary (only training data).
    • How to answer feature/setup/requirement questions (with benefits).
    • How to handle Pricing questions (Value + Link to Envato ONLY).
    • How to handle Support questions (Docs + Support Channel).
    • How to politely refuse Off-Topic questions and pivot back.
    • How to handle repetitive/persistent users.
    • When/how to subtly guide towards demo/purchase.
  • Impact: Directly shapes the AI’s responses, tone, and adherence to its role. Well-written instructions are vital for good performance and controlled behavior.

Screenshot: Instructions tab textarea, perhaps with sample instructions visible

Privacy & Consent Tab

  • Privacy Consent Text: Edit the text displayed with the mandatory consent checkbox that users must agree to before starting a chat. You can use basic HTML (like <a> tags for links) to link to your site’s full privacy policy.

Screenshot: Privacy & Consent tab

CRM Entries Tab

  • Purpose: View and manage the leads captured by WaviBot.
  • Export Contacts: Click to download a CSV file of all entries.
  • Filters/Sorting: Use the controls at the top to find specific leads.
  • Bulk Actions: Select multiple leads using checkboxes and apply actions like Delete, Set Status, or Set Priority.
  • Table List: Shows key details of each lead. Click View for full details. Click Delete to remove (confirms).
  • Single Entry View (View Action):
    • Edit contact fields (Name, Email, Phone, Description).
    • Manage Lead Status, Source, Assigned To (assign to a WP User), Priority.
    • View, Add, and Delete private Notes for internal tracking.

Screenshot: CRM Entries list with filters

Screenshot: Single CRM Entry page showing editable fields and notes

Chat History Tab

  • Purpose: Review past conversations.
  • Filters/Sorting: Find conversations by Session ID, Name, Email, Date, or Status (Active, Blocked, Terminated, Ended).
  • Bulk Actions: Delete/Terminate multiple chats, Block/Unblock users (by IP), Export selected chats to CSV.
  • Table List: Shows conversation summaries.
  • Actions per conversation:
    • View: Expands inline to show the full message transcript.
    • Delete: Permanently deletes the conversation (confirms).
    • Block/Unblock: Blocks/unblocks the visitor’s IP address from using the chat (confirms).
    • Terminate: Manually stops an active chat (sets status to Terminated, confirms).
    • Export: Downloads just that conversation as CSV.

Screenshot: Chat History list

Screenshot: An expanded conversation view

Analytics Tab Requires Active License

  • Purpose: Get insights into WaviBot’s usage and performance.
  • Displays: Total chat counts, active training files, blocked users, a chart of daily chats (last 30 days), average message count and duration per chat, a list of top users by chat volume, and user satisfaction metrics (average rating, total likes/dislikes, if Continuous Learning is enabled).

Screenshot: Analytics tab showing charts and stats

7. Deploying WaviBot on Your Site

After configuration, choose how to make WaviBot visible to your visitors:

Using the Shortcode [ai_chatbot_crm]

  1. Edit any Page, Post, or use a Text Widget.
  2. Paste the shortcode [ai_chatbot_crm] directly into the content area where you want the chat interface embedded.
  3. Save the Page/Post/Widget.

Screenshot: Shortcode in the WP editor

Using the Gutenberg Block (“WaviBot AI Chatbot CRM”)

  1. Edit a Page or Post using the Block Editor.
  2. Click the ‘+’ icon to add a new block.
  3. Search for “WaviBot AI Chatbot CRM”.
  4. Click the block name to insert it into your layout.

Screenshot: Adding the WaviBot block in Gutenberg

Using the Floating Widget

  1. Go to Settings → AI Chatbot CRM → OpenAI & General.
  2. Find Chatbot Display Mode.
  3. Select Floating Button (only the button) or Both Shortcode & Floating (allows both embedded and floating options).
  4. Click Save Changes.
  5. A button will now appear (usually bottom-right) on your site frontend. Customize its look in the Theme tab.

Screenshot: Display Mode setting

Screenshot: Frontend showing the floating button

You can use the shortcode/block on specific pages (like Contact or Support) and/or enable the floating widget for site-wide access.

8. Basic Troubleshooting

If you encounter issues, try these common checks:

  • Plugin Not Working At All? → Check License! Go to Settings → AI Chatbot CRM → License. Is the status ‘Active’? If not, activate it.
  • WaviBot Gives Errors / Doesn’t Respond? → Check OpenAI Key! Go to Settings → ... → OpenAI & General. Is the key correct? Click Test Connection. Check your OpenAI account for billing issues or quota limits.
  • Chat Interface Looks Wrong / Missing? → Check for theme/plugin conflicts by temporarily switching to a default theme (like Twenty Twenty-Three) and deactivating other plugins one by one. Ensure the Chatbot Display Mode is set correctly. Check browser console (F12) for JavaScript errors.
  • WaviBot’s Answers Are Incorrect/Generic? → Improve Training! Review your uploaded files in Training Data – is the information accurate and comprehensive? Review your Instructions – are they clear and specific? If using Vector Search, consider clicking Re-Index for relevant files.
  • Voice Features Not Working? → Check browser permissions for microphone/speakers. Ensure the correct Voice Output Method is selected. Remember premium TTS options incur OpenAI costs.

9. Getting Support

We want you to succeed with WaviBot AI Chatbot CRM!

  • Documentation: Please review this guide thoroughly first, as many common questions are answered here. Access it via [Link to Online Docs Here] or within the plugin download package.
  • Support Channel: If you need further assistance with bugs or setup covered by your Envato purchase support, please contact us via [Your Official Support Method – e.g., the Envato item comments section / our support portal at YourSupportURL.com].
  • Support Scope: We provide support for WaviBot’s features and functionality. Support may not cover extensive custom coding, conflicts with third-party items unrelated to WaviBot, or issues directly related to your OpenAI account management/billing.

Thank you for using WaviBot AI Chatbot CRM! We hope it greatly enhances your website.